The follow-up message that feels like chasing is the one that contains nothing except the sender's need for a response. Here is how to write one that does not.
The three-element formula
Every effective follow-up has three parts.
Acknowledge: reference something specific from the quote or the job. Not "I sent a quote last week" — something from within the quote itself. The material specified, the scope of the work, or the problem the customer mentioned they wanted resolved. This signals that the follow-up is about their situation, not about filling a gap in the diary.
Offer: give a useful next step or a piece of relevant information. Something the prospect can use regardless of whether they proceed. A note about lead times for their project type, a seasonal consideration, or a question worth answering before they commit. "Just checking in" gives nothing and earns nothing. A message with something to offer earns a reply.
Close: ask one clear question. One. "Does the quote still work for what you had in mind?" or "Would a call to go through the scope be useful?" Avoid open-ended questions and avoid offering multiple options — each additional option increases the effort required to reply.
Two templates to copy and adapt
48-hour follow-up (text or email):
"Hi [name], I sent the quote over for the [specific job] yesterday. Happy to go through any questions on the materials or timing. Does the quote work for what you had in mind?"
7-day follow-up (email):
"Hi [name], following up on the [specific job] quote from last week. Autumn is typically busy for this type of work, and I wanted to flag that if you want to get scheduled before [month], now is a good point to confirm. Is the quote still the direction you want to go?"
Both messages acknowledge the specific job, offer something, and close with one question.
Remove "I just wanted to..." from both. Start with the customer's name and go directly to the content.
EveryCatch automates both messages so they fire at the right interval without anyone having to remember. Book a free discovery call to set up the sequence.
